Administrator

We have introduced eConsult into the GP Practice and we are looking for someone to monitor and administer this system. We are looking for someone who is the bridge between patients, clinicians, and the digital workflow that will help to keep the practice running smoothly.

Main duties of the job

This is a new role and full training will be provided. We have introduced eConsult into the GP Practice and we are looking for someone to monitor and administer this system.

1. Daily Monitoring and Processing of Incoming eConsults - Checking the eConsult platform throughout the day, categorising submissions (clinical, administrative, urgent, routine), identifying red flags and escalating according to practice protocols, and ensuring time-sensitive requests are prioritised.
2. Triage Support for Clinicians - Assigning eConsults to the correct clinician or team (GP, ANP, pharmacist, admin), adding relevant information to the patient record, highlighting key symptoms or concerns for clinicians, ensuring workload is distributed appropriately, sending holding messages, appointment confirmations, or follow-up instructions, and contacting patients for additional information if required.
3. Redirecting patients to appropriate services (pharmacy, NHS 111, community services) when suitable and explaining how eConsult works to support patients who struggle with digital access.
4. Administrative Task Handling - Processing non-clinical eConsults (fit notes, repeat prescriptions, test results queries), updating patient demographics or records when needed, logging and tracking tasks to ensure nothing is missed, and managing workflow queues in the clinical system, ensuring the eConsult inbox is completed every day.
5. Safety and Compliance - Following practice protocols for urgent or unsafe submissions, ensuring safeguarding concerns are escalated immediately, maintaining confidentiality and GDPR compliance, and recording actions clearly for audit trails.
6. Data & Reporting - Monitoring eConsult volumes and turnaround times, and flagging trends (e.g., high demand days, common issues).
7. System & Process Improvement - Identifying bottlenecks in the eConsult workflow, suggesting improvements to templates, triage processes, or communication scripts, supporting training for new staff on eConsult processes, and liaising with eConsult support if technical issues arise.

In addition there may be occasions where you will be asked to assist with the reception team and their duties.

About us

This long established practice can trace its roots to the turn of the century. The modern practice originates from the mid 20's and the title "The Mount" is taken from the first purpose-built surgery erected in the early 30's.

In March 1986, The Mount Surgery moved to George Street and absorbed the old Pontnewynydd branch.

The new Mount Surgery is housed in Pontypool Medical Centre, off Town Bridge. It opened in June 2002 and is a modern, spacious, fully computerised practice. With six partners and numerous practice and attached staff, we offer a comprehensive range of primary health care.

New Inn was originally a small surgery attached to the local doctor's house moving to its local Greenfield site in 1975, now rebuilt as the purposeful and attractive New Inn Medical Centre which opened in 1993.

Job responsibilities

Typical duties will include:

Core Responsibilities in Managing eConsult

1. Daily Monitoring and Processing of Incoming eConsults

Checking the eConsult platform throughout the day.

Categorising submissions (clinical, administrative, urgent, routine).

Identifying red flags and escalating according to practice protocols.

Ensuring timesensitive requests are prioritised.

2. Triage Support for Clinicians

Assigning eConsults to the correct clinician or team (GP, ANP, pharmacist, admin).

Adding relevant information to the patient record

Highlighting key symptoms or concerns for clinicians.

Ensuring workload is distributed appropriately.

Sending holding messages, appointment confirmations, or followup instructions.

Contacting patients for additional information if required.

Redirecting patients to appropriate services (pharmacy, NHS 111, community

services) when suitable.

Explaining how eConsult works and supporting patients who struggle with digital

access.

4. Administrative Task Handling Processing nonclinical eConsults (fit notes, repeat prescriptions, test results queries). Updating patient demographics or records when needed. Logging and tracking tasks to ensure nothing is missed. Managing workflow queues in the clinical system. Ensuring the eConsult inbox is completed every day.

5. Safety and Compliance Following practice protocols for urgent or unsafe submissions. Ensuring safeguarding concerns are escalated immediately. Maintaining confidentiality and GDPR compliance. Recording actions clearly for audit trails.

6. Data & Reporting Monitoring eConsult volumes and turnaround times. Flagging trends (e.g., high demand days, common issues).

7. System & Process Improvement Identifying bottlenecks in the eConsult workflow. Suggesting improvements to templates, triage processes, or communication scripts. Supporting training for new staff on eConsult processes. Liaising with eConsult support if technical issues arise.

In addition there may be occasions where you will be asked to assist with the reception team and their duties.

Person Specification Experience

• Strong attention to detail.
• Calm under pressure.
• Good judgement on when to escalate.
• Confident communicator with patients and clinicians.
• Comfortable with digital systems and multitasking.
• Experience working in primary care

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.